SPECIAL NOTES AND HELPFUL TIPS

HOW TO FIND NEGOTIATIONS, VIEW NEGOTIATION DETAILS, AND CREATE A QUOTE

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SPECIAL NOTES AND HELPFUL TIPS

An issue has been discovered related to the solicitation workflow mailer notifications. ITS hasbeen notified of the issue; however, a resolution date has not been provided by ITS. MetroiSupplier Team request that you do not use the links in the notification to access thesolicitation details. Once the issue is resolved, Metro iSupplier Team will update thisdocument accordingly.

Metro strongly recommends, but is not requiring, creating a distribution email address ([email protected]) that will send out or forward any iSupplier emails to theappropriate individuals. This grants more control within the email server of your organizationwhile having a single login and password for the iSupplier Portal.

o This also eliminates the need to update user information when individuals change rolesor leave your organization.

If you have more than one authorized user then the system will only send out a notification toone user alphabetically by last name unless you state in the letter you want that user toreceive all notifications regardless of type. If you are wanting to have more than oneindividual shown as a user account to receive notifications related to payments and/orsolicitations, please email the last six (6) digits of Taxpayer ID and request [email protected].


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iSupplier Oracle Portal works with in multiple browsers. DO NOT USE THE LINKS IN WORKFLOW MAILER NOTIFICATIONS OR FROM WITHIN THE NOTIFICATIONS IN YOUR WORKLIST.

To access the solicitation details go to https://www.nashville.gov/finance/procurement. It is recommended that you do not save the direct links to the login screen to your favorites.

Click on “update my information in iSupplier”

If experience issues always make sure to clear your browsing history, cache, and cookies then restart, then attempt to access the iSupplier Portol again by following the above instructions.

NOTE: PLEASE ALLOW ENOUGH TIME TO CREATE AND SUBMIT A QUOTE TO PREVENT EXPERIENCING ANY DELAYS


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Type in your username (email address of the user account) and password and click log‐in.

If you do not know the username associated with your company, please email [email protected] and provide the last six (6) digits of the US Taxpayer ID Number for security purposes. Your request should be responded to within 24‐48 hours.

Click Login

Enter Username

Enter Password


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If you do not remember your password or need to reset your password, you can do so by going to login assistance. You will need access to the email account to receive the workflow mailer notification.

You will be prompted to enter your username which is the email address of the user account. Click Forgot Password You should receive a temporary password soon that will contain a link that will then prompt you to enter a permanent password. Please make sure you check your junk and/or spam folder if you do not receive the email in your inbox. If you do not receive this notificiation with the temporary password within 24 hours of submitting the request please email

[email protected] the last six (6) digits of the Taxpayer ID for the company profile and request for the password to be manually reset. You will be copied on the email request but no action will be required of you.

Some email security settings will not allow emails with certain subjects or email address to come through the company firewall. The email account these messages are being sent from is actually [email protected]. Metro suggest that you whitelist this email address.

Click on Login Assistance


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The workflow mailer notification will be similar to screen shot below. This is the only time the link in the email notification will work.

Your password must meet the following qualifications:

Must be nine characters Must contain at least one number or special character Cannot contain back to back letters, numbers, or characters (for example you cannot use “progress”) Password is Case Sensitive

Click the hyper link to be prompted enter a new password.


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If you have not logged into the portal since the upgrade in September 2019 or changed your view within preferences, you will see a blue screen as shown below.

Framework Simplified View (Hamburger View) OR Framework Tree View


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Home page is where contract, purchase orders, and administrative tasks (contact directory, banking details, etc.) are performed.

Sourcing Home page is where you can view your drafts, find solicitations or create response to bid opportunity.

Framework Simplified View (Hamburger View) OR Framework Tree View

to expand selection options Click the folder to expand selection options Click the three lines

Depending on your view click “Sourcing Home Page” Tab to view Draft Active Drafts and Open Invitations


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From here, you can click “Full List” from the Open Invitations to view all the current invitations you have been invited to.

You can view all bidding opportunities by going to https://www.nashville.gov/Finance/Procurement/How-To-Do-Business-With-Metro.aspx then scroll to bottom of the page to see Current Bidding Opportunities. If you see the negotiation on the abstract page but not in your invitations, please email the procurement officer for that specific project shown on the abstract page and request to be invited to the solicitation.

Click here to view all drafts started or submitted responses

Click here to view all active solicitations your company has been invited and a draft has not been started.


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Note: If you have not been invited to participate in a specific negotiation but you have the negotiation number from the Bidding Opportunities Abstract page you can search by Number in the “Search Open Negotiations” bar at the top of the screen shown below. Type the appropriate number in the Search Open Negotiation field (make sure the search criteria reflects “Number”) then click “Go”.

Select the appropriate number by clicking the radio button to the left of the Negotiation Number then click ”Respond”

Note:

Negotiation Numbers that have a comma in them like the number “43022, 1” in the picture above, mean that there have been amendments made to the original negotiation. As a supplier, you will be required to review the all amendment details and acknowledge all amendments to the negotiation before being able to create a quote.

If a negotiation has a “‐“ dash like example “ 43022‐2,2” it means there is an amendment 2 and a round 2 solicitation.


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After you click on the negotiation number you will be taken to the screen where you can view all the details of the solicitation. To view the details, make sure you are on the Header tab. Click on Show all Details under the Requirements section.

Please read ALL REQUIREMENTS, including notes and attachments, prior to submitting your bid.

Click here

Click here to show All Details (expand)


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Some Negotiations have notes, links to websites, and attachments included that should be opened, saved to your computer, completed and attached as part of your response to the negotiation as required.

Forms and attachments can be found at the bottom of the page under Notes and Attachments. Access each file by clicking the hyperlink Title.

Lines tab is where pricing information is requested. Controls are set by the Procurement Officer.

Contract Terms is the draft outcome.


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You could be prompted with a warning if an amendment has been issued and has not been acknowledged yet. View the amendment history to ensure you are aware of the changes to the original published negotiation.

Click on “Amendment History” to view the summary of the amendments issued. Click on “Show All Details” to expand the details of each amendment on a single page.

Click to review each amendment changes


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Click on “Acknowledge Amendments” to proceed with the steps for acknowledging an amendment.

You can access added documents or view more details related to the amendment.

Once you are ready to proceed, click the “tic” stating that you accept the terms and conditions of the RFQ and acknowledge the changes made to the RFQ amendment document, then click “Next” if there are additional amendments to view and acknowledge.

Continue reviewing amendment details until you get to the last published amendment, click “Acknowledge”.

Click here

Click here


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If there has been no amendments or you wish to proceed with creating a quote response after viewing the negotiation details, click drop‐down arrow next to Action, select “Create Quote” and then click “Go”

You can now enter the required information needed for submitting your response to the negotiation through the isupplier system.

It is highly recommended to click Save Draft ever so often in order to save your information in case you get logged out of the system and/or want to continue at a later time. Please Note: You may have to enter information on more than one tab.

Select create quote

Click “Go”

Click “Yes”, to proceed with creating a quote. This will proceed to the create quote. Click “No” will take you back to the latest published negotiation in the system.

Select ”Create Quote”


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ALL White Boxes with the Requirements section on the Header Tab must have a value enter before clicking on the Lines Tab.

Quote Valid Till, Reference Number, and Note to Buyer are not required fields. These fields can be left blank in your quote response. DO NOT USE QUOTE BY SPREADSHEET

Header Tab, Lines Tab

Not required fields. Can be left blank


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Click “Add Attachment” to add any documents to your quote response to the negotiation.

Enter the title and description then choose the appropriate file from where the file is located.

If you have more than one attachment click “Add Another”. Once you attached all documents then click “Apply” to go back to quote.

Note: (The system will not recognize adding an attachment only as a change to the quote)

If your bid is in Draft mode and you need to only add an attachment you can add another attachment but must add an “x” or “.” to any White Boxes for the system to regonize a change was made.

Your attachment will be here


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See samples screen shots below:


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Remember to click Save Draft often.

Input value/response in all White Boxes and all drop – down questions


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If there is pricing information requested, please check the lines tab and enter the requested information as outlined in the negotiation. DO NOT USE QUOTE BY SPREADSHEET

Minimum Release Amount is not Required Field

If you click “Continue”, the system will provide an error message if there is missing information.

Click Continue


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If any White Box is missing a value or a response to any required an error message will display. Below are examples of error messages you may receive.

Example Error Message




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If there is a bullseye symbol shown on the lines tab then additional information is required.

Click the pencil to enter required information.


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You must enter a value for each Box (even if the value is 0). Once all White Boxes have a value Click “Apply”.

Click “Apply”


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Once all fields have been completed Click “Continue”

If you click “Continue” and do not receive any error messages, the screen will be a ready only option to ensure information is accurate.

Once you have entered in all your bid information you Must Click Submit to submit your quote. You will receive a on screen statement that your bid was submitted successfully.

Click “Continue”

Click “Save Draft”

Click “Submit”


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Note: Your bid is not considered to have been submitted in response to the negotiation until after you have click Submit and you received on screen statement that your bid was submitted successfully. If you are unsure if your bid was submitted successfully, please contact the Procurement Officer on the solicitation prior to close date deadline.

Quotes that are incomplete and not successfully submitted before the close date and time, will NOT be considered as a response to the solicitation requirements.

You can submit multiple times before the close date and time; however, the most recent version submitted will be the one taken in account for the evaluation and all other submissions will be archived in the system. If you have submitted a response and wish to update the quote, click on the negotiation number (not the response or quote number) then click on create quote and update accordingly.

If at any time you have difficulty with creating or submitting your quote, please email [email protected] and copy the Procurement Officer assigned to this solicitation. Make sure to provide the negotiation number you are attempting to submit a quote/response to along with your last six (6) digits of the US Taxpayer ID Number for security purposes.

PLEASE ALLOW ENOUGH TIME TO CREATE AND SUBMIT A QUOTE TO PREVENT EXPERIENCING ANY DELAYS

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SPECIAL NOTES AND HELPFUL TIPS